bc business writing

7/28/2019 BC business Writing

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BUSINESS COMMUNICATION

ASSIGNMENT ON

DIFFERENT KINDS OF BUSINESSWRITINGS

LETTERS

MEMOS

REPORTS

NOTICES

MEETINGS (AGENDA & MINUTES)

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INTRODUCTION:

A child tries to talk with her mother and father in a few months after birth. All of

us feel the need to talk to others because we are social being. Talking, writing andeven signaling are called communication. To live in society we must

communicate. Even animals, birds and fish communicate with their own kind or

species. Human being communicates with other human being and also with

animals and even plants. People talk and they communicate, animal make differentsounds and communicate, fish do not appear to make any sound but they

communicate. Plants do not move or make sound but they respond to

communication. All these show that all-living creatures try to communicate by

some means or the other. Communication is absolutely essential for survival and

existence in the world and it is a natural activity.

The word communication is derived from Latin word communis meaning

common. It stands for a natural activity of all human beings to convey opinions,

feelings, information and ideas to others through words (written or spoken), body

language or signs.

WRITTEN BUSINESS COMMUNICATION:

Writing is a mode of communicating a message for a purpose. Writing revealsones ability to think clearly and to use language effectively.

Written communication provides records for future reference. This is a majoradvantage. A single message can be sent through mailing to many people. The

disadvantages of written communication are that since paper is extremely used for

written communication there could be problems of storage and maintenance of

records.

BUSINESS LETTERS:

Letters are brief pieces of communication.

The business letter is the basic means of communication between two companies.

It is a document typically sent externally to those outside a company but is alsosent internally to those within a company.

Most business letters have a formal tone. You should write a business letter

whenever you need a permanent record that you sent the information enclosed.

Because you generally send business letters to other professionals, always include

a formal salutation and closing.

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Writing business letters is like any other document: First you must analyze your

audience and determine your purpose. Then you gather information, create an

outline, write a draft, and revise it. The key to writing business letters is to get to

the point as quickly as possible and to present your information clearly keeping in

mind that the purpose and audience of the business letter effects which form onechooses.

Effective Letter Writing Principles:

Even though no one formula exists for a perfect business letter, some basic

guidelines are of help, regardless of the form, purpose, and audience of the

document.

Many executives still prefer a written document over other forms of

communication, because the document can serve as a contract, the facts will be onrecord in writing, and executives do not have to rely on memory.

This is why it is important to write a good business Letter, and the principles

below will help to do so

Empathy:

Empathy means to care about someone's feelings or ideas. A well-written business

letter will convey the feeling that the writer does care about the reader and isgenuinely interested in working together to solve a problem or discuss a concept.

To write a good letter, put yourself in the reader's shoes and try to anticipate thereader's reaction to your comments. By doing this, one can choose more

appropriate words and use the correct tone.

Persuasion:

Every business letter is in some degree a sales letter, because you are alwaysrequesting a response or course of action. Therefore, the following principles of

persuasion will help to compose and efficient and effectiveBusiness Letter:

Plan according to the reader's reaction

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Write with the "you" attitude- the state of mind where you always

emphasize the benefits to the reader and subordinate your interests. This

can be accomplished by using empathy and the words "you" and "your"

often.

Adjust the language to the reader and use terms and concepts that the readeris familiar with.

Write positively and with confidence.

Tone:

Tone is the use of accent and inflection to express a mood or emotion in speaking

or writing. Many times it is not what you say in a business letter, but how you sayit. It is a good idea to always consider your tone so that you do not risk upsetting

the reader, thereby lessening the chances your requests and comments will be

respected.

You can avoid making mistakes with tone by using the following techniques:

avoid the "I" attitude by having more emphasis on the reader and not

yourself

avoid extreme cases of humility, flattery, and modesty

avoid condescension avoid preaching your ideas

Service Perspective:

It is important to understand the service perspective when writing a business letter.

The organization that uses a service attitude in letters shows its concern extends

beyond purely profit objectives, and readers appreciate a genuine desire on the part

of a company that cares about their needs.

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Business Letter Format

Block Format: Business Letter

Return Address Line 1 1Return Address Line 2

Date (Month Day, Year) 2

Mr./Mrs./Ms./Dr. Full name of recipient. 3

Title/Position of Recipient.

Company Name

Address Line 1

Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

Body Paragraph

1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Body Paragraph

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Body Paragraph

3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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. . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Closing (Sincerely...), 7

Signature 8

Your Name (Printed) 9

Your Title

Enclosures (2) 10

Typist Initials. 11

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The block format is the simplest format; all of the writing is flush against the left margin.

1. Your Address: (Not needed if the letter is printed on paper with the company

letterhead already on It.): The return address of the sender of the letter so therecipient can easily find out where to send a reply to. Skip a line between your

address and the date.

2. Date: Put the date on which the letter was written in the format Month Day Yeari.e. August 30, 1981. Skip a line between the date and the inside address (some

people skip 3 or 4 lines after the date).

3. Inside Address: The address of the person you are writing to along with the

name of the recipient, their title and company name, if you are not sure who the

letter should be addressed to either leave it blank, but try to put in a title, i.e.

"Director of Human Resources". Skip a line between the date and the salutation.

4. Salutation: Dear Ms. /Mrs. /Mr. Last Name:, Dear Director of Department

Name: or To Whom It May Concern: if recipient's name is unknown. Note that

there is a colon after the salutation. Skip a line between the salutations and the

subject line or body.

5. Subject Line (optional): Makes it easier for the recipient to find out what the

letter is about. Skip a line between the subject line and the body.

6. Body: The body is where you write the content of the letter; the paragraphsshould be single spaced with a skipped line between each paragraph. Skip a linebetween the end of the body and the closing.

7. Closing: Let's the reader know that you are finished with your letter; usually

ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a

comma after the end of the closing and only the first word in the closing is

capitalized. Skip 3-4 lines between the closing and the printed name, so that there

is room for the signature.

8. Signature: Your signature will go in this section, usually signed in black or blueink with a pen.

9. Printed Name: The printed version of your name, and if desired you can put

your title or position on the line underneath it. Skip a line between the printed

name and the enclosure.

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10. Enclosure: If letter contains other document other than the letter itself your

letter will include the word "Enclosure." If there is more than one you would type,

"Enclosures (#)" with the # being the number of other documents enclosed that

doesn't include the letter itself.

11. Reference Initials: If someone other than yourself typed the letter you willinclude your initials in capital letters followed by the typist's initials in lower case

in the following format; AG/gs or AG:gs.

Modified Block Format: Business Letter

Mr./Mrs./Ms./Dr. Full name of recipient. 3

Title/Position of Recipient.Company Name

Address Line 1

Address Line 2



Body Paragraph1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Body Paragraph

2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Body Paragraph

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. . . . . . . . . . . . . . . . . . . . . . . . . . . 6

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Return Address Line 1 1

Return Address Line 2



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Enclosures (2) 10

Typist Initials. 11

In the modified block format, your address, date (the date can actually go on either

the left or the right side), the closing, signature, and printed name are all indentedto the right half of the page (how far you indent in is up to you as long as the

heading and closing is lined up, use your own discretion and make sure it looks

presentable).Semi-Block (Indented) Format: Business Letter

Mr./Mrs./Ms./Dr. Full name of recipient. 3Title/Position of Recipient.

Company Name

Address Line 1

Address Line 2



Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Body Paragra[h

2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Signature 8


Your Title

Return Address Line 1 1Return Address Line 2



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Enclosures (2) 10

Typist Initials. 11

In the semi-block format, your address, date (the date can actually go on either the

left or the right side), the closing, signature, and printed name are all indented tothe right half of the page (how far you indent in is up to you as long as the heading

and closing is lined up, use your own discretion and make sure it looks

presentable). Also the first line of each paragraph is indented. The indentation of

the first line of each paragraph is the only difference between the semi-block and

the modified block formats.

MEMOS:A memo is a document typically used for communication within a company.Memos can be as formal as a business letter and used to present a report.

However, the heading and overall tone make a memo different from a business

letter. Because you generally send memos to co-workers and colleagues, you do

not have to include a formal salutation or closing remark.

Usually memos are written to inform readers of specific information. It can also be

written to persuade others to take action, give feedback on an issue, or react to a

situation. However, most memos communicate basic information, such as meeting

times or due dates. While memos are a convenient channel to communicate, it isalways necessary to determine if a meeting is more appropriate.Before writing a

memo, outline what the purpose is for doing so, and decide if the memo is the best

communication channel.

General Format:

When writing a memo, a general format is followed. The instructor or company

may have specific requirements that must be used.

For instance, a company might have a particular way of presenting a heading or

may even use a specific type of letterhead or logo.

However, usually a memo has a "to," "from," "subject," and "date" entry.

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Heading

A memo's heading provides information about who will receive the memo, who issending the memo, the date, and the memo's subject. This information may be

bolded or highlighted in some way.

For example:

TO:

FROM:

DATE:

SUBJECT:

Additionally, you might also initial your name in the "FROM" line to indicate thatyou gave the memo a final approval.

Sometimes organizations specify how to fill out the headings. If you are unsure, it

may be a good idea to include your job title and your reader's. The memo will then

be informative to someone new to the situation, or someone who received thememo after it was passed on from the original reader.

Message

Memos are reproduced and exchanged rather freely, and it is common for a reader

to receive a memo that is only marginally relevant to him or her. This is why it is

important that the first sentence of the memo should answer that question with a

purpose statement. The best purpose statements are concise and direct.

The memo's message should also provide a context for readers. In other words,

always tell your readers why you are writing. Consider the following questions:

Is your memo a result of a situation? For instance, "As a result of

yesterdays meeting..."

Is your memo a reminder? For example, "The Proposal is due July 2."

By providing context for the readers, one avoids being asked to provide that

information later. Also, one should always include the contact information at the

bottom of the message. This can be the phone number or e-mail address.

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Finally, consider how the memo looks. If you have nothing but paragraph after

paragraph of text, you might use lists to draw attention to specific information.

Lists represent an effective way to present information. Not only do they

breakdown large amounts of text, but they also provide text in a way that is

visually pleasing. Lists are especially useful for conveying steps, phases, years,

procedures, or decisions. By avoiding full sentences in a list, your information isconcise and more likely to engage your readers.

For example: "To receive a degree in engineering, you must complete the

following:"

Core Courses

Elective Courses

Senior Design

Lists can be bulleted, as in the example, or numbered. Typically, you should use a

numbered list when you need to stress the order of the listed items.

Tone

Since we typically send memos to those working within our company, we can use

a more informal tone than we would if we were writing a business letter.

For example, you might refer to your colleagues by their first names or use humor.

However, always keep in mind that you still need to be professional. Ask yourself

how the company's president would react to your memo. If you would beembarrassed to have the president read your memo, consider changing or

eliminating information

Length

Memos are generally short, concise documents. However, one may have to write

longer memos, depending on the topic.

For example, a memo might present the new guidelines for a specific office task.

Obviously, if you have over forty guidelines, the memo will be more than a page.

Some memos might even introduce a short report. In this case, you might include

the report in the memo, or the memo might be a separate document, introducing

the report.

Format Guidelines

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Regardless of the style, memos generally have similar format characteristics,

unless otherwise specified by your professor or company. Listed below are some

basic guidelines that can help you create a memo:

Memos have one-inch margins around the page and are on plain paper

All lines of the memo begin at the left margin

The text begins two spaces after the subject line

The body of the memo is single-spaced, with two spaces between

paragraphs

Second-page headings are used, as in business letters

The second page includes who the Memo is to, the page number, and the

date

The sender usually signs the Memo using initials, first name, or complete

name

Sample Memo Format

Company Name

Company Address

Date of Memo

To: Recipient of Memo

From: Writer of Memo Writer's Initials(handwritten)

Subject: Title of Memo in Initial Capitals

Engineers and scientists use memos to make requests, to give announcements, andsometimes to communicate reports. Memos that make requests or announcements

are read quickly. For such memos, get to the point in the first paragraph--the first

sentence, if possible. In other words, state what you want up front. In the format

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suggested here, you should single space your memos and use a serif typeface. Skip

a line between paragraphs.

In memos that make requests or announcements, keep the sentence lengths and

paragraph lengths relatively short. Sentences should average fewer than twenty

words, and paragraphs should average fewer than seven lines. Sometimescompanies use memos to communicate short reports (two pages or more). For

these types of memos, you often include illustrations, attach appendices, and break

the memo's text into sections. If references arise in the memo, you include a list at

the end.

For all types of memos, space your memo on the page so that it does not crowd the

top. Also, send copies to anyone whose name you mention in the memo or who

would be directly affected by the memo. Finally, remember that final paragraphs

of memos that make requests or announcements should tell readers what you want

them to do or what you will do for them.

Attachments.

Copy to:

Name to Receive Copy

Name to Receive Copy

REPORTS:

A report could be described as a formal statement of the results of an

investigation, or of any matter on which definite information is required, made by

some person or body. Reports may be presented orally or in written form.

In a report situations are analyzed, conclusions drawn, alternatives considered and

recommendations made. Reports are concise and have a specific structure. A good

report is one you don't need to reread to understand the point. Modules which

require you to write reports give you practice in presenting information in a way

relevant to employment.

Purpose of Reports

-To share information: Large organizations rely more on the written word than

smaller organizations where information can be passed on verbally.

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-For decision making: Reports are the basis of significant decision making in

industry, commerce and public services.

Format of a Business Report:

Title Section. In a short report this may simply be the front cover. In a long one itcould also include Terms of Reference, Table of Contents and so on.

Summary. Give a clear and very concise account of the main points, main

conclusions and main recommendations. Keep it very short, a few percent of the

total length. Some people, especially senior managers, may not read anything else

so write as if it were a stand-alone document. It isnt but for some people it might

as well be. Keep it brief and free from jargon so that anyone can understand it and

get the main points. Write it last, but do not copy and paste from the report itself;

that rarely works well.

Introduction. This is the first part of the report proper. Use it to paint thebackground to the problem and to show the reader why the report is important to

them. Give your terms of reference (if not in the Title Section) and explain how

the details that follow are arranged. Write it in plain English.

Main Body. This is the heart of your report, the facts. It will probably have several

sections or sub-sections each with its own subtitle. It is unique to your report and

will describe what you discovered about the problem.

These sections are most likely to be read by experts so you can use some

appropriate jargon but explain it as you introduce it. Arrange the informationlogically, normally putting things in order of priority -- most important first. In

fact, follow that advice in every section of your report.

You may choose to include a Discussion in which you explain the significance of

your findings.

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Conclusions. Present the logical conclusions of your investigation of the

problem. Bring it all together and maybe offer options for the way forward. Many

people will read this section. Write it in plain English. If you have included a

discussion then this section may be quite short.

Recommendations. What do you suggest should be done? Dont be shy; you didthe work so state your recommendations in order of priority, and in plain English.

Appendices. Put the heavy details here, the information that only specialists are

likely to want to see. As a guide, if some detail is essential to your argument then

include it in the main body, if it merely supports the argument then it could go inan appendix.

Conclusions and Recommendations

In conclusion, remember that readers expect certain information to be in certain

places. They do not expect to hunt for what they want and the harder you make itfor them the more likely they are to toss you report to one side and ignore it. So

what should you do?

1. Follow the generally accepted format for a report: Summary, Introduction, Main

Body, Conclusions, Recommendations and Appendices. 2. Organise yourinformation in each section in a logical fashion with the reader in mind, usually

putting things in order of priority most important first.

NOTICES:

Notice is the legal concept describing a requirement that a party be aware of legal

process affecting their rights, obligations or duties. There are several types of

notice: public notice (or legal notice), actual notice, constructive notice etc.

Public Notice- A public notice or notice of intent is information directed tocitizens of a governmental entity regarding government-related activities. Public

notices have traditionally been published in specified governmental publications

and in local newspapers, a common source for community information.

A public notice typically possesses four major characteristics:

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1. A public notice is published in a broadly available forum, such as a local

newspaper.

2. A public notice is capable of being archived in a secure and publicly available

format.

3. A public notice is capable of being accessed by all segments of society.

4. The public and the source of the notice must be able to verify that the notice

was published, and its information disseminated to the public.

Actual Notice- Actual notice is a law term, used most frequently in civil

procedure. It is notice (usually to a defendant in a civil proceeding) delivered insuch a way as to give legally sufficient assurance that actual knowledge of the

matter has been conveyed to the recipient.[1] Personal service, that is, physically

handing something to an individual, is usually considered the least-disputable

method of giving actual notice.

Actual notice may be contrasted with constructive notice, which is a way of givingnotice that may not immediately bring the matter to the attention of the individual

that is intended to receive the notice. Constructive notice includes, among other

methods, service on an agent or family member, service by posting (on the frontdoor), and service by publication (as in a newspaper).

Constructive Notice- Constructive notice is a legal fiction used in the law of both

common law and civil law systems to signify that a person or entity is legally

presumed to have knowledge of something, even if they have no actual knowledge

of it.

Notice Format:

Section I

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Employees Name

_______________________________________________________ Agency

___________________________

Offense Date(s) _________________ Issued Date__________________ Inactive

Date*____________

Issued by:__________________________________________________________________

___________

Print name Title Signature

Section II - OffenseType of Offense: Check one and include Offense Category (See Addendum for

Written Notice Offense Codes/Categories)

Group I _______________ Group II ______________ Group III

_______________

Nature of Offense and Evidence: Briefly describe the offense and give an

explanation of the evidence. (Additional documentation may be attached.)

Documentation attached? Yes _____, # of pages _____; No _____

_______________________________________________________________________________________________________

_______________________________________________________________________________________________________

_______________________________________________________________

________________________________________

_______________________________________________________________________________________________________

_______________________________________________________________

________________________________________

Section III Disciplinary action taken in addition to issuing written noticeSuspension from________________ through _______________ Return to

Work ________________ #Days Suspended **______

Date Date Date/Time

Transfer or demotion (check below as appropriate)

Reduced Duties with _______% disciplinary pay reduction*** effective

________________Date

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Disciplinary Transfer Same Pay Band with _____% disciplinary pay

reduction*** effective ____________ Date

Role Change to lower Pay Band with ______% disciplinary pay

reduction*** effective _____________

Date

New Role Title ________________New Position #_____________NewLocation____________________

Termination __________________________

Effective Date

Section IV Circumstances considered

Describe any circumstances or background information used to mitigate (reduce)

or to support the disciplinary action above.(Additional documentation may be attached.) Documentation attached? Yes

_____, # of pages _____ No _____

_______________________________________________________________

________________________________________

_______________________________________________________________

________________________________________

_______________________________________________________________________________________________________

_______________________________________________________________

________________________________________

Section V - Notice to employee

It is expected that the situation described above will be corrected immediately. In

the event it is not corrected, or another offense occurs, you may be subject to

further disciplinary action as outlined in the Standards of Conduct Policy. If you

wish to appeal this disciplinary action, you may do so under the provisions of

the Employee Grievance Procedure within 30 calendar days of your receipt of

this Written Notice. For more information about the Employee Grievance

Procedure contact the Department of Employment Dispute Resolution (DEDR) at

(804) 786-7994, toll-free at 1-888-23-ADVICE (1-888-232-3842), or e-mail at

www.edr.virginia.gov.

Section VI Employees signature

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Employee

Signature__________________________________________________________

______ Date___________________Your signature only acknowledges receipt of the notice and notes the date of

receipt. Your signature does not imply agreement or disagreement with the notice

itself. If you refuse to sign, someone in a supervisory position within the agencywill be asked to initial the form indicating that you received a copy of the form

and date of receipt.

Employee refused to sign/unavailable to sign Witness Initials __________

Date _______________

**Note: FLSA exempt employees may be suspended in whole days only.

***Note: Salary reduction of at least 5% is required.Also requires HR approval

*Inactive date is the issued date:

1 plus 2 years for a Group I,

2 plus 3 years for Group II, or

3 plus 4 years for Group III.

Meetings (Agenda and Minutes):

In a meeting, two or more people come together for the purpose of discussing a

(usually) predetermined topic, often in a formalized setting.

In addition to coming together physically (in real life, face to face),

communication lines and equipment can also be set up to have a discussion

between people at different locations, e.g. a conference call or an e-meeting.

In organizations, meetings are an important vehicle for human communication.

They are so common and pervasive in organizations, however, that many take

them for granted and forget that, unless properly planned and executed, meetingscan be a terrible waste of precious resources. Because of their importance, a career

in professional meeting planning has emerged in recent years. In addition, the field

of Meeting Facilitation has formalized with an internationally-recognized

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"Certified Professional Facilitator" designation through the International

Association of Facilitators (IAF).

Types of Meetings:

Status Meetings, generally Leader-led, which are about reporting by one-waycommunication;

Work Meetings, which produce a product or intangible result such as a

decision. Meetings which never should have happened, such as the Monday

morning staff meeting which is on the calendar "just in case..." Work meetings are

most effective when facilitated by a neutral facilitator who brings meeting design,

processes and expertise in producing work collaboratively.

Staff meeting, typically a meeting between a manager and those that report to the

manager (possibly indirectly).

Team meeting, a meeting among colleagues working on various aspects of a

team project.

Ad-hoc meeting, a meeting called together for a special purpose

Management meeting, a meeting among managers

Board meeting, a meeting of the Board of directors of an organization

One to one meeting, a meeting between two individuals

Off-site meeting, also called "offsite retreat" or "retreat" and known as an

Awayday meeting in the UK

Kick-off Meeting, is the first meeting with the project team and the client of the

project to discuss the role of each team member

Meeting styles

stand-up meeting

breakfast meeting

off-site meeting

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Agenda (meeting)

An agenda is a list of meeting activities in the order in which they are to be takenup, beginning with the call to order and ending with adjournment. It usually

includes one or more specific items of business to be considered. It may, but is not

required to, include specific times for one or more activities.

Originally agenda was a plural word, a Latin term for "actions to be taken". Whatis now known as an agenda is a list of individual items, each of which was

originally referred to as an agendum. In modern English, however, it is equally

acceptable, and more common, to refer to the list as a whole as the agenda for the

meeting. This modern English word is singular, and has a plural of agendas.

In business meetings of deliberative bodies, the agenda may also be known as the

orders of the day. The agenda is usually distributed to a meeting's participants

prior to the meeting, so that they will be aware of the subjects to be discussed, and

are able to prepare for the meeting accordingly.

In parliamentary procedure, an agenda is not binding upon an assembly unless its

own rules make it so, or unless it has been adopted as the agenda for the meeting

by majority vote at the start of the meeting. Otherwise, it is merely for the

guidance of the chair.

If an agenda is binding upon an assembly, and a specific time is listed for an item,

that item cannot be taken up before that time, and must be taken up when that time

arrives even if other business is pending. If it is desired to do otherwise, the rules

can be suspended for that purpose.

Form of agenda

The agenda is usually headed with the date, time and location of the meeting,

followed by a series of points outlining the order of the meeting.

Points on a typical agenda may include:

* Welcome/open meeting

* Support for absence

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* Approve minutes of the previous meeting

* Matters arising from the previous meeting

* A list of specific points to be discussed this section is where the bulk of the

discussion in the meeting usually takes place.

* Any other business (AOB) allowing a participant to raise another point for

discussion.

* Arrange/announce details of next meeting

* Close meeting

Minutes (meeting)

Minutes are the instant written record of a meeting or hearing. They often give an

overview of the structure of the meeting, starting with a list of those present, a

statement of the various issues before the participants, and each of their responses

thereto. They are often created at the moment of the hearing by a typist or court

recorder at the meeting, who may record the meeting in shorthand, and then type

the minutes and issue them to the participants afterwards. Alternatively, themeeting may be audio recorded and the minutes typed later. The minutes of certain

entities, such as a corporate board of directors, must be kept and are important

legal documents.

Format:

Generally, minutes begin with the organization name, place, date, list of people

present, and the time that the chair called the meeting to order. Minutes then

record what actually happens at a meeting, usually in the order that it actually

happens, regardless of whether the meeting follows (or ignores) any writtenagenda. Since the primary function of minutes is to record the decisions made, any

and all official decisions must be included. It is also often common for adherents

to the "less is more" approach to include certain facts: for example, that financial

reports were presented, or that a legal issue (such as a potential conflict of interest)

was discussed, or that a particular aspect of an issue was duly considered, or that a

person arrived late (or left early) at a particular time. The minutes may end with a

note of the time that the meeting was adjourned.

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Minutes in businesses and other private organizations are sometimes submitted by

and over the name of an officer of the organization (usually the Secretary, and

never the typist, even if the typist actually drafted the document) at a subsequent

meeting forreview. The traditional closing phrase is "Respectfully submitted,"

(although that phrase is slowly falling out of use) followed by the officer's

signature, his or her typed (or printed) name, and his or her title.If the members ofthe committee or group agree that the written minutes reflect what happened at the

meeting, then they are approved, and the fact of their approval is recorded in the

minutes of the current meeting. If there are errors or omissions, then the minutes

will be re-drafted and submitted again at a later date. Minor changes may be made

immediately, and the amended minutes may be approved "as amended." It is

normally appropriate to give a draft copy of the minutes to the other members in

advance of the meeting so that the meeting need not be delayed while everyone

reads and corrects the draft. It is not usually considered appropriate to vote to

approve minutes for a meeting which one did not attend. It is also not wise to

approve minutes which one has not read.

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bc business writing

Documents